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Create a business process flow

You can help ensure that people enter data consistently and follow the same steps every time they work with a customer by creating a business process flow. For example, you might want to create a business process flow to have everyone handle customer service requests the same way, or to require that people get approval for an invoice before submitting an order.

The process bar appears at the top of a form, and includes stages and steps:

Dynamics 365 and Dynamics CRM come with several ready-to-use business process flows for common business scenarios. Add them to your system and use as is, or modify them to fit your business needs. To find out how to add ready-to-use business process flows, see Add ready-to-use business processes.


Note

This topic shows how to create a business process flow with Dynamics 365 or Dynamics CRM. You must have the December 2016 update for Dynamics 365 (online and on-premises) to use Dynamics 365. For information on creating a mobile task flow, see Create a mobile task flow.


Create a business process flow in Dynamics 365

  1. Make sure that you have the System Administrator or System Customizer security role or equivalent permissions.


    Tip

    In Dynamics 365, after you create a business process flow definition, you can provide control over who can create, read, update, or delete the business process flow instance. For example, for service-related processes, you could provide full access for customer service reps to change the business process flow instance, but provide read-only access to the instance for sales reps so they can monitor post-sales activities for their customers. To set security for a business process flow definition you create, click Enable Security Roles on the action bar.


    Check your security role

    1. Follow the steps in View your user profile.

    2. Don’t have the correct permissions? Contact your system administrator.

  2. Go to Settings > Processes.

  3. On the Actions toolbar, click New.

  4. In the Create Process dialog box, complete the required fields:

    • Enter a process name.

    • In the Category list, select Business Process Flow.

    • In the Entity list, select the entity you want to base the process on.

  5. Choose OK.

    The new process is created, and the business process flow designer opens with a single stage already created for you.

  6. Add stages. If your users will progress from one business stage to another in the process:

    1. Drag a Stage component from the Components tab and drop it on a + sign in the designer.

    2. To set the properties for a stage, click the stage, and then set the properties in the Properties tab on the right side of the screen:

      • Enter a display name.

      • If desired, select a category for the stage. The category (such as Qualify or Develop) appears as a chevron in the process bar.


      • When you're done changing properties, click the Apply button.

  7. Add steps to a stage. To see the steps in a stage, click Details in the lower-right corner of the stage. To add more steps:

    1. Drag the Step component to the stage from the Components tab.

    2. Click the step, and then set properties in the Properties tab:

      1. Enter a display name for the step.

      2. If you want users to enter data to complete a step, select the appropriate field from the drop-down list.

      3. Select Required if people must fill in the field to complete the step before moving to the next stage of the process.

      4. Click Apply when you're done.

  8. Add a branch (condition) to the process. To add a branching condition:

    1. Drag the Condition component from the Components tab to a + sign between two stages.

    2. Click the condition, and then set properties in the Properties tab. For more information on branching properties, see TechNet: Enhance business process flows with branching. When you're finished setting properties for the condition, click Apply.

  9. Add a workflow. To invoke a workflow:

    1. Drag a Workflow component from the Components tab to a stage or to the Global Workflow item in the designer. Which one you add it to depends on the following:

      • Drag it to a stage when you want to trigger the workflow on entry or exit of the stage. The workflow component must be based on the same primary entity as the stage.

      • Drag it to the Global Workflow item when you want to trigger the workflow when the process is activated or when the process is archived (when the status changes to Completed or Abandoned). The workflow component must be based on the same primary entity as the process.

    2. Click the workflow, and then set properties in the Properties tab:

      1. Enter a display name.

      2. Select when the workflow should be triggered.

      3. Search for an existing on-demand active workflow that matches the stage entity or create a new workflow by clicking New.

      4. Click Apply when you're done.

        For more information on workflows, see TechNet: Workflow processes.

  10. To validate the business process flow, click Validate on the action bar.

  11. To save the process as a draft while you continue to work on it, click Save in the action bar.


    Important

    As long as a process is a draft, people won’t be able to use it.


  12. To activate the process and make it available to your team, click Activate on the action bar.


Tip

Here are a few tips to keep in mind as you work on your task flow in the designer window:

  • To take a snapshot of everything in the business process flow window, click Snapshot on the action bar. This is useful, for example, if you want to share and get comments on the process from a team member.

  • Use the mini-map to navigate quickly to different parts of the process. This is useful when you have a complicated process that scrolls off the screen.

  • To add a description for the business process, click Details under the process name in the left corner of the business process flow window. You can use up to 2000 characters.


Create a business process in Dynamics CRM

  1. Make sure that you have the Manager, Vice President, CEO-Business Manager, System Administrator, or System Customizer security role or equivalent permissions.

    Check your security role

    1. Follow the steps in View your user profile.

    2. Don’t have the correct permissions? Contact your system administrator.

  2. Go to Settings > Processes.

  3. On the Actions toolbar, click New.

  4. Complete the required fields.

    For the Category, select Business Process Flow from the drop-down list.

    For the Entity, select the type of record from the drop-down list.

  5. Select New blank process.

  6. Choose OK.

  7. Type a description for the process. You can use up to 2000 characters.

  8. If users will progress from one type of record to another in order, click the Plus/Minus button , and then select the next type of record in the process. Select more types of records to use in the process, if desired.

  9. Type a name for the stage in the process.

  10. If desired, select a category for the stage, either Qualify, Develop, Propose, Close, Identify, Research, or Resolve.

  11. Type a name for the first step in the stage. To add more steps, click the Add button , and then type a name.

  12. If you want people to enter data to complete a step, select the field from the drop-down list. Select Required if people must fill in the field to complete the step and move to the next stage of the process.

  13. If desired, click the Add button to add another stage. Repeat steps 9 through 12 until you have added all the stages and steps to the process.

  14. To save the process as a draft, click Save at the top of the screen. (As long as a process is a draft, people won’t be able to use it.) To activate it so that people can use it, click Activate.